If ICERM has offered to pay any of your expenses, please note the following:
ICERM travel funding is done on a reimbursement basis. Participants book and pay for their own travel, and are then reimbursed up to the amount indicated in the invitation letter.
Please note, clear images of your receipts will be needed to process your reimbursement.
When in doubt, keep the receipt until you have received your reimbursement to avoid a cost being rejected.
Go to the Request Reimbursement section below when you are ready to claim your reimbursement.
Contact the Financial Coordinator if you have questions.
Allow 6-8 weeks for reimbursement check to be processed.
Reimbursable items include airfare, lodging, and local transportation to and from Providence's T.F. Green Airport, up to the allotted maximum. Those commuting daily by car can be reimbursed for mileage and daily parking up to $250.
ICERM does not reimburse for meals. ICERM does not reimburse for rental cars. Reimbursement of ticket change expenses may not be allowed. Please see air travel details for other restrictions.
Requests for reimbursement will not be accepted in excess of 6 months after your expected departure date.
If you were offered funding support from ICERM, please complete the following steps to claim your reimbursement. Please contact Katie Grasso at (401) 863-5021 or firstname.lastname@example.org with any questions.
- Complete the ICERM Reimbursement Registration at: https://icerm.brown.edu/money/
- Scan or take photos of your receipts.
TIP: Keep your original receipts until you receive your reimbursement in case a clearer image is requested. Failure to do so may lead to that cost not being reimbursed.
- Email the images of your receipts to:
Please, email one PDF or send one email with multiple attachments.
For each workshop, ICERM has blocked rooms at a local hotel. Whether you are receiving ICERM funding (you would have received an invitation letter) or are a registered, self-funded participant, we encourage you to use our designated hotel in order to get the best rate. Should our designated hotel be unable to accommodate you, or if you prefer another hotel, we have a list of alternate hotels. Alternate hotel rates may change seasonally and/or without our knowledge. For those with ICERM workshop funding, please note that we will reimburse you at a rate of $123.17 (tax included) per night for a maximum of 6 nights, unless otherwise noted in your invitation letter. Please check our Housing information page for further details.Short and Long Term Program Visitors:
ICERM's Program Coordinator will assist you in securing housing stays over 10 days. Invited visitors will be reimbursed up to the amount outlined in your invitation letter toward local housing (lodging receipts are required). If you stay less than the agreed upon days, the amount reimbursed to you will be prorated based on the number of days you were in residence at ICERM. Please check our Housing information page for further details.
If ICERM has offered to pay your domestic airfare, we will contribute to your travel expenses between your home institution and Providence RI, including economy round-trip airfare and/or ground transportation, up to $250 for travel within New England and $600 for travel from elsewhere in the United States (unless stated otherwise in your invitation letter). We suggest you book a ticket at least 21 days in advance of your visit to ensure a reasonable fare. Participants are expected to be present for the duration of the ICERM event — this reflects ICERM's commitment to our funding agencies and to highly interactive events. In particular, any offer of airfare reimbursement assumes the participant will attend at least 1/3 of the event. Fees charged by airlines for bulk-head seats, excess baggage, economy comfort/plus, priority boarding, etc., are not reimbursable.
If ICERM has offered to pay your international airfare, we will contribute the equivalent of what it would cost for your travel expenses between your home institution and Providence RI. This includes economy round-trip airfare and/or ground transportation: up to $1,600 for those whose home institutions are in Asia, and up to $1,200 for those whose home institutions are located elsewhere outside of the continental United States. Any exceptions will have been stated in your invitation letter. We suggest you book a ticket at least 21 days in advance of your visit to ensure a reasonable fare. Fees charged by airlines for bulkhead or economy comfort/plus/premium seats, excess baggage, etc., are not reimbursable.
BEFORE YOU PURCHASE YOUR TICKET: the Fly American Act requires our visitors to use United States or European Union
certified airlines ("U.S. or E.U. flag carriers"). Flag carriers are defined by the country where an airline is headquartered.
Based on the list below, here are examples of allowable and unallowable airlines.
ALLOWABLE EXAMPLE: Lufthansa is headquartered in Germany. A Lufthansa ticket originating anywhere in the world to ICERM is allowable.
UNALLOWABLE EXAMPLE: Porter Airlines is headquartered in Canada.
A Porter Airline ticket originating anywhere in the world to ICERM is unallowable.
This rule means that U.S. or E.U. flag carriers must be used for foreign travel for all flights including connections, regardless of the cost. Very few exceptions can be made.
CODESHARING CAUTION: this is a mechanism by which an U.S. or E.U. certified carrier leases space on an aircraft
of a foreign air carrier, and vice versa. You must buy the ticket through an U.S. or E.U. certified carrier in order for it to be reimbursed.
Based on the list below, here are examples of allowable and unallowable codesharing.
ALLOWABLE EXAMPLE: Ticket purchased through Delta Airlines (headquartered in U.S.) and the flight is operated by Aeroflot (headquartered in Russia).
UNALLOWABLE EXAMPLE: Ticket purchased through CopeAirlines (headquartered in Panama) and the flight is operated by United Airlines (headquartered in U.S.).
If you are in doubt, please send your preliminary itinerary to email@example.com for a review before you purchase your tickets; otherwise, ICERM may not be able to reimburse you.
Participants are expected to be present for the duration of the ICERM event — this reflects ICERM's commitment to our funding agencies and to highly interactive events. In particular, any offer of airfare reimbursement assumes the participant will attend at least 1/3 of the event.
List of countries where allowable airlines are headquartered:
- Czech Republic
- Iceland - included in the U.S.-E.U. Agreement
- Norway - included in the U.S.-E.U. Agreement
- United Kingdom
- United States
The option of driving a personal car to ICERM is intended for those living in the New England area. Those traveling from outside of New England must show that the cost of one round trip to ICERM by personal car is less than or equal to one round trip plane ticket from their home institution. Invited guests who have reimbursement approval to drive their personal car to ICERM will be reimbursed $0.56 cents per mile (effective January 1, 2014). Mileage can be shown by conducting an internet map search to 121 South Main Street, Providence, RI 02903, and printing the results. ICERM will also reimburse for local parking. All personal car travel costs (mileage, tolls, parking, etc.) will be reimbursed up to the travel allowance maximum outlined in the invitation letter.
Several banks are located near ICERM if you wish to set up an account or transact other business.
|Bank Name||Address and Phone|
|Bank of America||100 Westminster Street, Providence, RI 02903|
Phone: (401) 228-0128
|Bank Rhode Island||1 Turks Head Pl # 102, Providence, RI 02903|
Phone: (401) 456-5152
|Citizens Bank||63 Westminster Street, Providence, RI 02903
Phone: (401) 456-7010
|Santander Bank||1 Financial Plaza # 400, Providence, RI 02903
Phone: (401) 752-1900
|TD Bank||180 Westminster, Providence, RI 02903
Phone: (401) 455-2900
|Washington Trust||156 Westminster St, Providence, RI 02903
Phone: (401) 421-3600
|Webster Bank||50 Kennedy Plaza, Westminster Street, Providence, RI 02903|
Phone: (401) 273-8298